AKAROA/WAIREWA COMMUNITY BOARD AGENDA
WEDNESDAY 9 JULY 2014 AT 9.30AM
IN THE BOARD ROOM, LITTLE RIVER SERVICE CENTRE 4238 CHRISTCHURCH-AKAROA ROAD, LITTLE RIVER
Community Board: Pam Richardson (Chairman), Maria Bartlett, Lyndon Graham, Janis Haley, Bryan Morgan and Andrew Turner
Community Board Adviser Liz Carter Phone 941 5682 DDI Email: [email protected]
PART A - MATTERS REQUIRING A COUNCIL DECISION PART B - REPORTS FOR INFORMATION PART C - DELEGATED DECISIONS
INDEX PAGE
PART C 1. APOLOGIES 3
PART C 2. DECLARATION OF INTEREST 3
PART C 3. CONFIRMATION OF MEETING MINUTES – 11 JUNE 2014 4 – 7 PART B 4. DEPUTATIONS BY APPOINTMENT 8 4.1 Akaroa/Wairewa Strengthening Communities Advisor
PART B 5. PRESENTATION OF PETITIONS 8
PART B 6. NOTICES OF MOTION 8
PART B 7. CORRESPONDENCE 8
PART B 8. RESERVE MANAGEMENT COMMITTEES 8 8.1 Reserve Management Committees Ordinary Minutes: 8.1.1 Robinsons Bay Reserve Management Committee – 9 8 May 2014 8.1.2 Duvauchelle Reserve Management Committee – 10 – 11 9 June 2014 8.1.3 Garden of Tane Reserve Management Committee – 12 – 15 19 May 2014 8.1.4 Stanley Park Reserve Management Committee – 16 5 June 2014 8.1.5 Little Akaloa Reserve Management Committee – 17 - 18 2 June 2014
For copies of Agendas and Reports, visit: www.ccc.govt.nz/thecouncil/meetingsminutes/agenda/index.aspx
Akaroa/Wairewa Community Board Agenda 9 July 2014 1
PART B 9. COMMUNITY ORGANISATIONS REPORTS 19 9.1 Banks Peninsula Water Management Zone Committee Minutes – 20 May 2014 20 – 23 9.2 Orton Bradley Park Board – 14 April 2014 24 - 26
PART 10. DEED OF LEASE – AKAROA CROQUET CLUB INCORPORATED 27 - 29 A & C
PART B 11. APPLICATION TO AKAROA/WAIREWA COMMUNITY BOARD 2014/15 30 - 32 DISCRETIONARY RESPONSE FUND – LITTLE RIVER CRAFT STATION
PART B 12. BRIEFINGS 33 12.1 Grants Advisor – Nicola Thompson
PART B 13. COMMUNITY BOARD ADVISER’S UPDATE 33 13.1 Board Funding Balances 34 13.2 Akaroa Museum Advisory Committee
PART B 14. ELECTED MEMBERS INFORMATION EXCHANGE 35
PART B 15. QUESTIONS UNDER STANDING ORDERS 35
Akaroa/Wairewa Community Board Agenda 9 July 2014 2
1. APOLOGIES
2. DECLARATION OF INTEREST
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
3. CONFIRMATION OF MEETING MINUTES
3.1 Ordinary Board Meeting – 11 June 2014
The minutes of the Board’s ordinary meeting held on Wednesday 11 June 2014 are attached.
STAFF RECOMMENDATION
That the minutes of the Board’s ordinary meeting held on Wednesday 11 June 2014 be confirmed.
Akaroa/Wairewa Community Board Agenda 9 July 2014 3 ATTACHMENT TO CLAUSE 3.1
AKAROA/WAIREWA COMMUNITY BOARD 11 JUNE 2014
Minutes of a meeting of the Akaroa/Wairewa Community Board held on Wednesday 11 June 2014 at 9.30am in the Akaroa Sports Complex, Akaroa Recreation Ground, 28 Rue Jolie, Akaroa
PRESENT: Pam Richardson (Chairman), Maria Bartlett, Lyndon Graham, Janis Haley and Andrew Turner.
APOLOGIES: Nil.
The Board reports that:
PART B – REPORTS FOR INFORMATION
1. DECLARATION OF INTEREST
Andrew Turner declared an interest in Part B, Clause 9 (Social Housing Submission) and did not take part in the discussion.
2. DEPUTATIONS BY APPOINTMENT
2.1 MURRAY ROXBURGH
Murray Roxburgh addressed the Board on the proposal for a local camping site to be established by the New Zealand Motor Home Association.
The Board thanked Mr Roxburgh for his deputation and members congratulated him and the Association on a great initiative for the area.
2.2 LYNDON FORREST
Lyndon Forrest addressed the Board on the Akaroa Men’s Shed project.
Refer Part C Clause 2 for the Board’s delegated decision.
2.3 CLIVE AND WENDY WEIR
Clive and Wendy Weir addressed the Board on matters of concern they had regarding a recent subdivision in Rue Grehan, which had been granted a resource consent by the Council.
The Board received the information and thanked Mr and Mrs Weir for their deputation.
3. PRESENTATION OF PETITIONS
Nil.
4. NOTICES OF MOTION
Nil.
Akaroa/Wairewa Community Board Agenda 9 July 2014 4
5. CORRESPONDENCE
5.1 SPOKES CANTERBURY
Spokes Canterbury had written to the Board commending it for approving funds for the cycleway from Little River to the Hilltop and offering assistance for the project.
The Board decided to receive the correspondence and asked staff to forward it to the Regional Parks Team for their information.
6. RESERVE MANAGEMENT COMMITTEES
6.1 RESERVE MANAGEMENT COMMITTEES ORDINARY MINUTES
The Board received the minutes of the following Reserve Management Committee meetings:
- Ataahua Reserve Management Committee – 12 May 2014 - Duvauchelle Reserve Management Committee – 12 May 2014
7. COMMUNITY ORGANISATIONS REPORTS
7.1 BANKS PENINSULA WATER MANAGEMENT ZONE COMMITTEE – 15 APRIL 2014
The Board received the minutes of the Banks Peninsula Water Management Zone Committee meeting of Tuesday 15 April 2014.
The Board signalled that it wished to form a Working Party to manage an integrated approach to solutions for flooding in the Wairewa Catchment and requested staff assistance with the formation of the Working Party.
8. BRIEFINGS
8.1 STRENGTHENING COMMUNITIES ADVISER
The Strengthening Communities Adviser, Sue Grimwood, updated the Board on the Community Profiles.
The Board acknowledged the work of Mrs Grimwood during her employment with the Council and her commitment to the community and wished her well in her upcoming retirement.
9. COMMUNITY BOARD ADVISER’S UPDATE
The Board received information from the Community Board Adviser on various matters.
Social Housing Submission The Board agreed that a submission be made to the Statement of Proposal that the Council Restructure its Social Housing Portfolio with the Board supporting the option preferred by the Council.
Refer Part C Clause 9 for the Board’s delegated decision.
10. ELECTED MEMBERS’ INFORMATION EXCHANGE
Board members received information on various matters.
Customer Service Requests (CSR) Board members expressed frustration at the slow action or inaction after submitting a CSR.
The Board decided to seek feedback from the community on this issue so that information could be brought to the attention of staff. Akaroa/Wairewa Community Board Agenda 9 July 2014 5 10 Cont’d
Canal Access – Birdlings Flat The Board decided to ask staff for an update on the causeway access at Birdlings Flat.
Public Shower – Akaroa Beach The Board decided to ask staff if there would be water capacity to support a shower on the beach once the new water supply reticulation was installed.
11. QUESTIONS UNDER STANDING ORDERS
Nil.
PART C – DELEGATED DECISIONS
12. CONFIRMATION OF MEETING MINUTES – 15 MAY 2014
The Board resolved that the minutes of its ordinary meeting held on Thursday 15 May 2014 be confirmed.
13. SPORT NZ RURAL TRAVEL FUND
The Board considered a report to allocate funds from the 2013/14 Sport NZ Rural Travel Fund within the Banks Peninsula area.
The Board agreed that the small unallocated balance of $115 was not sufficient to warrant a second round of applications and therefore felt this money could be allocated to one or more of the applications on the table.
STAFF RECOMMENDATION
It is recommended that the Lyttelton/Mt Herbert Community Board and the Akaroa/Wairewa Community Board:
6.1 Approve the staff recommendations contained in the Application Matrix 2013/14.
6.2 Hold the balance of funds to cover costs of advertising and use if further approaches are made from previous applicants.
BOARD RECOMMENDATION
The Board resolved to:
13.1 Approve the staff recommendations contained in the Application Matrix 2013/14.
13.2 Recommend to the Lyttelton/Mt Herbert Community Board that the balance of $115, after payment of advertising costs, be allocated to the Banks Peninsula Rugby Football Club on the basis of dollars per head of player.
Recipient Amount Project Allocated Banks Peninsula Rugby Football To assist with travel costs by providing fuel Club Inc. $4,500 vouchers and fuel for the community vans and $4,615 bus travel to rugby training and competition games in the Ellesmere competition district. Banks Peninsula Cricket Sub $2,000 To assist in travel costs for parents, being Association $100 per player. (Equivalent of one tank of petrol). Diamond Harbour Rugby Football $2,500 To assist with travel costs for parents of Club players travelling to Little River, Prebbleton, Rolleston, Yaldhurst, Waihora and Lyttelton. Total $9,115
Akaroa/Wairewa Community Board Agenda 9 July 2014 6 13 Cont’d
The Board decided that a letter be sent to, and staff work with, Sport New Zealand to request that Rural Travel Funding be allocated to the Banks Peninsula Ward for a further year until the completion of the 2015 Sport New Zealand Strategic Plan.
2. DEPUTATIONS BY APPOINTMENT (CONT’D)
2.2 LYNDON FORREST – AKAROA MEN’S SHED PROJECT
The Board resolved to request that staff report back as soon as possible on the feasibility and process for a lease to be arranged with the Akaroa Men’s Shed Group to allow them to temporarily erect two 6 metre x 6 metre garages on the southeast side of the BP Meats property.
9. COMMUNITY BOARD ADVISER’S UPDATE (CONT’D)
9.1 SOCIAL HOUSING SUBMISSION
The Board resolved to give delegated authority to the Chairman to approve the Board’s final submission on the Restructuring of the Social Housing Portfolio.
The meeting concluded at 1.10pm.
CONFIRMED THIS 9TH DAY OF JULY 2014
PAM RICHARDSON CHAIRMAN
Akaroa/Wairewa Community Board Agenda 9 July 2014 7
4. DEPUTATIONS BY APPOINTMENT
4.1 Akaroa/Wairewa Strengthening Communities Advisor
The recently appointed Strengthening Communities Advisor, Pen Goldstone, will be introduced to the Board.
5. PRESENTATION OF PETITIONS
6. NOTICES OF MOTION
7. CORRESPONDENCE
8. RESERVE MANAGEMENT COMMITTEES
8.1 Reserve Management Committees Ordinary Minutes
The minutes of the following Reserve Management Committee meetings are attached.
8.1.1 Robinsons Bay Reserve Management Committee – 8 May 2014 (attached) 8.1.2 Duvauchelle Reserve Management Committee – 9 June 2014 (attached) 8.1.3 Garden of Tane Reserve Management Committee – 19 May 2014 (attached)
The above minutes may still need to be confirmed by the Committees at their next meetings.
STAFF RECOMMENDATION
That the Board receive the minutes of the following Reserve Management Committee meetings:
- Robinsons Bay Reserve Management Committee – 8 May 2014 - Duvauchelle Reserve Management Committee – 9 June 2014 - Garden of Tane Reserve Management Committee – 19 May 2014
Akaroa/Wairewa Community Board Agenda 9 July 2014 8 ATTACHMENT TO CLAUSE 8.1.1
ROBINSONS BAY RESERVE MANAGEMENT COMMITTEE MEETING 8 MAY 2014 7.30PM LOVETT’S
Present: Paddy Stronach, Marion Wilson, Raywyn Stronach, Richard Lovett (chair) Sue Lovett
Apologies: Lee Robinson, Pippa Foley (please note Suky Thompson was accidentally left off the email notification for the meeting)
Minutes of the previous meeting read & passed as correct Sue/Raywyn
Matters Arising Spraying has been followed up by Richard. Duncan Armstrong to complete.
Correspondence & Emails All emails have been fwd to committee members Subjects: wharf, reserve planting, election, residents association formation, minuting removal of ngaios & replanting, signage ready to go to graphic designer, Pippa supplied photos of school house.
Finances To make available up to $1500 for engineering report for wharf if required Paddy/Raywyn
$ 27.72 saving $ 344.16 cheque $ 4,528.10 term deposit $ 4,899.96
CCC have expressed interest in planting nikau in the reserve & would like a child associated with the bay to do the planting. Sue suggested at least 3 trees & 3 families. Haylock, Williams and Foley. Planting for Queen’s Birthday weekend. Sue/Paddy
Thank you to be sent to Brian Woods re table.
All agreed committee is happy for Trevor (CCC) to do a planting plan and all agreed to removal of ngaios at front of reserve & replanting with coprosmas and other low growing species to maintain the view from the “School House”
Next meeting Friday 1 August - 7.30pm - 38 Tizzards Rd
Meeting closed 8.10pm
Akaroa/Wairewa Community Board Agenda 9 July 2014 9 ATTACHMENT TO CLAUSE 8.1.2
Minutes of the Meeting of the Duvauchelle Reserves Management Committee Held at the Duvauchelle Holiday Park, on Monday 9th June, 2014 at 7.30pm
Welcome: Chairman Jacque McAndrew welcomed those present.
Present: Jacque McAndrew, Dawn Turner, Geoff Carter, Chris Muirhead, Brian Bremner, Glen Foote, Ken & Kaye Bramley
Apologies: Derek Moir, Bruce Watts, Sharon Johnston Motion: That the apologies be accepted. Geoff/Jacque Carried
Minutes: The general minutes for the May meeting have been circulated to Committee members. Motion: That the May minutes be taken as read and be accepted as a true and correct M Brian / Dawn Carried Matters Arising: Discouraging young cyclists from riding down the grass slopes between the caravans. During today’s Camp Walk more of the wooden benches which span the gaps between the caravans along the top of the slope were seen as an answer to this problem. Merv Chisholm has vacated his site.
Treasurer’s Report: The Financial Statements for May and expenses to date for June were presented. Motion: That the Financial Statements be accepted and the expenditure approved. Chris Jacque Carried Correspondence: Inward : Jasons Travel Media Ltd seeking approval for our advertisement Akaroa Wairewa Community Board Agenda for 11 June meeting Mr & Mrs John Brown seeking consideration re staynights Outward: Mr & Mrs John Brown acknowledging their letter Eleanor Emerson advising of Committee’s decision re request for site 92
Motion: That the inward correspondence be accepted and the outward approved Dawn / Brian Carried Discussion of Correspondence: The matter of compassionate consideration of unpaid fees was discussed. Motion: That on compassionate grounds, the Brown’s fees be not charged for the current year. Geoff / Chris Carried Jason’s Advertisement: Kaye amended the advertisement. Their account with a sizeable discount for prompt payment has been received.
Caretakers’ Report: Boat Park Numbers These have been re-organised and are now in order, 1 – 20 Willow Trees City Care brought their crane from ChCh and removed one of the three willows. Over-due fees / staynights; Those concerned have been advised by phone, and will be sent accounts or letters as appropriate, at the end of beginning of July. Cabin 3 upgrade: Now underway Site 92: As this site does not provide easy access for casual campers, Ken is to organise another current permanent camper to move on to site 92 and the site they vacate can become an extra casual site. Casual Staff: Glen & Rhonda Foote will cover for Ken & Kaye when they take leave in July. New Cabins; Versatile price for units on piles was presented. These cabins must be included in CCC’s Long term planning process. Bruce is to get more prices.
Health & Safety: Nothing to report.
General Business Kaye explained the current “Staynight System” to the Committee. It has developed over the years from requiring permanent site holders to use the site every statutory holiday to the present form which classifies each adult spending a night on the site as a ‘half staynight’ and each child spending a night on the site as a ‘quarter staynight’ and requiring each site holder to accumulate and pay for 25 staynights during the year Akaroa/Wairewa Community Board Agenda 9 July 2014 10 from 1 July to 30 June. Those accumulating less than 13 staynights p.a. can be asked to vacate their site. Those site holders with large or extended families can easily make the required, but those sites held by a single site-holder face difficulties. We should let campers know we are reviewing the current system and ask for their ideas / comments / input, in writing, before 31 January, 2015. The system should be reviewed, bearing in mind both campers’ and management’s opinions and a replacement system, developed before the end of March, to be implemented from 1 July, 2015. . Camp Walk During the camp walk the following matters were brought to the Committee’s attention and will be added to the Maintenance & Development List. Concrete slab near women/s ablution block has subsided, requiring attention. Tree topping Several trees need attention. Mark Bryan’s advice to be sought. Rotary clothes line to be set up in area adjacent to men’s ablution block and poles of existing lines straightened. Dump station area: Fence off access, temporarily, to Domain as a mud wallow is developing. Garden by second entrance: Cabbage trees have been removed. Extra lancewood to be planted. Ask Marilyn Woodley if Rhododendrons would survive there or what else. Lower Block - men’s toilet door jamming: Ask Roger to fix it.
Gym : Charge for use of Hall. Power charges were taken into consideration. No change needed. Motion: That the annual fee remain $1,200 Chris / Jacque Carried Wooden Posts in creek could cause damage to bridge. Ken to inspect.
The Chairman closed the meeting at 9.10 pm
Next meeting to be held at the Duvauchelle Community Centre, at 7.30 pm. Monday 14th July 2014
Akaroa/Wairewa Community Board Agenda 9 July 2014 11 ATTACHMENT TO CLAUSE 8.1.3
Garden of Tane Reserve Management Committee Committee Meeting Monday 19 May 2014 at 5 30 pm Bully Hayes, Beach Road, Akaroa
(Draft for confirmation at next meeting)
Present: Suky Thompson (Chairperson), Patsy Dart, Warwick Harris, Alan Hemsley, John McIlroy, Lynda Wallace. In attendance: Janis Haley (Community Board)
1. Apologies: Steve Le Lievre called at beginning of meeting but had to leave directly. Leigh Hickey absent.
2. Minutes of previous meetings: These were accepted with the following amendments: Suky Thompson requested the qualification to item 6e, Rocking Horse. “That while the rocking horse offered by the Council was accepted the option to obtain another preferred design of rocking horse suitable for older children, and rope climbing play equipment should remain open”. John McIlroy requested that the phrase “and bird counts have continued” be deleted from item 6f, Pest monitoring and control.
3. Matters arising: These were passed over to General Business following the item numbers of the previous meeting.
4. Financial report: Balance: $ 35.44 (at last meeting 17 February 2014) Income: $ 1850.00 (Discretionary Response Fund) Expenditure: $ 15.00 (Bank Charges) Balance $ 1870.44 (30 April 2014).
Expenditure of Council funds allocated to the Garden of Tane as part of the three year plan for work in the Garden for 2013/14 will involve obtaining approval for doing work from Ian Jackson and sending invoices for the cost of the work to him. The Committee is working on an allocation of $6000 for the 2013/14 financial year.
5. Correspondence. For the greater part this involved e-mail communications, the substance of which is covered in General Business
Inward. (a) Reserve Management Committee Matters, received monthly. (b) Agendas and minutes of Community Board meetings. (c) Correspondence with Steven Gray re rocking horse (d) Contact with Jacky Bowring and Donald Royds, School of Landscape Architecture, Lincoln University re student landscape design studio in Garden of Tane. (e) Consultation with Onuku Marae, particularly Debbie Tikao, re Committee’s project proposal for the Garden of Tane.
Outward Replies to (c) to (e) above.
6. General business (This is an extension of matters arising and follows the headings of the 17 February 2014 meeting).
6a. Priorities for expenditure of funds allocated under Three Year Plan (2013/14, $6000). After discussion it was decided that the following work should be given priority.
(i) Improvement and grading to mobility scooter standard of the main track to main lookout. Alan Hemsley has furnished a quote ($2530), gravel required for the work has been delivered, and the job will be done soon.
(Note: The work was completed by 30 May and has considerably improved the accessibility to, and appearance of the main lookout. This included the removal of a pile of periwinkle infested rubbish that has despoiled the area for years).
Akaroa/Wairewa Community Board Agenda 9 July 2014 12 (ii) Preparation of two information signs to be placed at main Gate (Rue Jolie) and signed entrance off Beach Road. Design of these signs has been done by Suky Thompson and Lynda Wallace and this was shown to the Committee for comment and checking. It was estimated that the cost of making these signs would be about $2000. Additional expenditure will be required to purchase posts and ready-mix concrete to mount signs, supply Bernie Reid with two posts for track repairs/improvements, and to obtain materials for the erection of two picnic tables and bench seats made by planks sawn from giant redwood by Don (Sawdust) Wright.
It was moved S. Thompson/P. Dart that this work and expenditure should proceed.
(iii) Should any funds remain from the 2013/14 allocation these can be used for purchase of plants for the Fern Gully and Maori-French Heritage projects. John McIlroy undertook to look for sources of ferns for planting in Fern Gully and Patsy Dart for larger kowhai for planting along Onuku Road border. Warwick Harris to consider the purchase from DOC Motukarara and growing on of small plants of kowhai raised from seed obtained from Banks Peninsula.
(Note: Purchase of tree ferns has been postponed until clearance of dangerous trees in the “Fern Gully” is addressed. Kowhai for growing on until sites for their planting in the Garden are prepared have been obtained by Patsy and Warwick).
6b. Main Gate repairs. The repairs to the main gate off Rue Jolie have yet to be done. It is understood that insurance money is available for this work and that Ian Jackson is to make arrangements for this to be done with the old gate to be taken away for repairs. When this is done the entrance should be secured to prevent unauthorised vehicles entering the Garden. Alan Hemsley indicated that it would be convenient for him to have access through this entrance to undertake authorised work in the Garden
(Note: Since the meeting the gate (excluding the arch) has been taken away for straightening by Metalcraft)
6 c. Ground preparation for replanting Main Gate area. Areas along the path leading from the Main Gate and along the road verge of Onuku Road were sprayed to kill periwinkle. It was discussed at the previous meeting what follow up steps were required to complete control of the periwinkle and prepare the area sprayed for planting for the Māori and French project.
It was requested at the previous meeting that a further area to the right of the path after entering the gate be sprayed. No progress has been made in this direction and periwinkle is regenerating. Winter is not suitable for spraying. Grading off of sprayed areas should be considered before planting. Suky Thompson will contact Duncan Armstrong about appropriate herbicide and time of spraying.
It was concluded that the immediate focus should be along the Onuku Road fence line where the spraying of the periwinkle has been more effective. Removing the fence and clearing along this line was recommended as a priority engaging the Lions in a working bee and the sourcing of kowhai to form an avenue along this line.
Delay in the clearing and preparation of the area below the path would be helpful in allowing time for consultation with the Onuku Marae regarding the Committee’s projects in the Garden and the availability of landscape and planting designs from the Lincoln landscape architecture students exercise using the area for a studio in the second semester.
6 d. Plans for planting of Māori and French cultural and historical theme.
(i) Progress of preparation of the ground for planting is underway and considered in 6c.
(ii) Selection and sourcing of plants for this theme has begun (see 6a iii).This will involve purchase of plants, donation for or gifts of plants, transplanting of plants, and raising of plants from seed. The aim is that the main planting will be done in autumn 2015. The more immediate emphasis is to be on the Onuku Road boundary (see 6c).
Warwick Harris contacted Sue Scheele, curator of the National Weaving Harakeke (flax) Collection for plants from the collection for the planting. She has replied that fans from six varieties with different plaiting and fibre (muka for fine weaving) properties will be available in spring for planting along the fence line.
(iii) Professor Jacky Bowring, School of Landscape Architecture, Lincoln University was asked if students could undertake a site design exercise (studio) for the Maori-French project. She happily agreed to this request. Planning and supervision of the studio will be done by Don Royds, Senior Tutor, School of Landscape Architecture, and it is scheduled to take place in the second semester. Suky Thompson is in communication with Don Royds for the planning of the studio. Akaroa/Wairewa Community Board Agenda 9 July 2014 13
(Note: This planning has progressed with definite arrangements for the studio being made in a meeting of Suky and Don Royds at Lincoln on 28 May).
(iv) In informing the and seeking involvement of community groups in the Committee’s works and plans for the Garden contact has been made with the Onuku runanga. This is specifically relevant to clause 3.7.2 of the Garden of Tane Scenic Reserve Management Plan. A meeting in the Garden of Committee members with members of the Onuku Marae Committee, led by Debbie Tikao, is planned for Sunday 1 June at 10 30 am.
(Note: A very constructive meeting between members of the Onuku Marae Committee represented by Debbie Tikao, Mania Tikao and Pip Tikao, and the Garden of Tane Committee represented by Suky Thompson, Patsy Dart, John McIlroy and Warwick Harris was held on 1 June. This particularly considered the plans for the Maori-French planting, progress made with track works and signage, and how plans for the Garden related to the runanga plans for Onawe, Stanley Park, Takapuneke and Onuku Marae. Mania Tikao has accepted an invitation to attend the Garden of Tane Committee meetings).
(v) Provision of a water supply for watering plants etc. in the Garden is an ongoing consideration.
(vi) It was generally agreed that the fence along Onuku Road to above the Playground should be removed and the line cleared (6c) in preparation for planting of kowhai and flaxes (6a (iii)). This clearing will remove sapling oaks, consider removal of the large scrambling rose, but retain suitable native trees.
6 e. “Rocking Horse”. An amendment to the minutes of the previous meeting indicates that the options for installation of further play equipment, including a better design of rocking horse remain open. A location for the new rocking horse needed to be determined.
(Note: Location of the new rocking horse was determined by Suky, Lynda and Warwick during a visit to the Garden on Saturday 24 May. They also considered the location of bench seats and picnic tables to be made from planks sawn from the giant redwood – see 6 a (ii).)
6 f. Pest monitoring and control. John McIlroy reported that pest trapping and monitoring activity was currently at a low level. Pest monitoring by foot print recording will be undertaken in spring. Some traps have been stolen. It was recommended that, as a deterrent of theft, the ownership of the traps should be clearly marked.
6 g. Park use survey. No information has been received about the purpose and result of this survey. 6 h. Graffiti, track maintenance, storm debris removal toilet block. The toilet block, rocks bordering the upper car park, and a tree had been tagged with blue paint. Patsy Dart informed the police about this and also the graffiti removal unit, CCC, phone 0800 800169. The graffiti has been very effectively removed.
Recent storms have brought down several trees and branches across tracks. Requests to Council to have these cleared have not been answered, but it was acknowledged that the Council has been overloaded with tree clearance work in recent months. Volunteers have moved lighter fallen branches from the tracks.
An issue that needs addressing is how to dispose of fallen trunks and branches as these can be unsightly if left on the margin of tracks e.g., below the Playground. Also a large pile of fallen branches, including phoenix palm fronds, has been dumped in the upper car park. The origin of this material needs to be ascertained; possibly it is a temporary dumping from Council street clearances. It needs to be removed. Permission for access to the toilet block to store tools and materials for work in the Garden has been requested.
6 i. Working bees Alan Hemsley and Suky Thompson will discuss with John Kelland the possibility of the Lions taking part in more working bees this year. Work that could be considered includes removal of the fence line along Onuku Road from the Rue Jolie entrance and removal, using chain saws, of fallen trees, and trees likely to fall across tracks, particularly old kanuka, in the upper part of Fern Gully (see 6a (iii).
6 j. Removal of macrocarpa tree on cliff on Beach Road across from the Akaroa Yacht Club. The Committee would have appreciated having notification from Council that this removal was going to be done. While it is acknowledged there was a threat that with further erosion of the cliff the tree could fall on the road below, its removal will accelerate further erosion of loess off the cliff. Removal of the tree also further increases the risk of someone falling over the cliff.
Akaroa/Wairewa Community Board Agenda 9 July 2014 14 Suky Thompson erected a temporary sign, since gone, to warn of this risk. The Committee requests that the Council considers this risk and also the supply of plants to provide cover to reduce erosion of the loess. The Committee is willing to indicate suitable species to plant and to assist in planting them, and will write to Council for approval and support. Action: Suky Thompson/Warwick Harris.
6k. Reserve Management Committees, Seminar This was held at Little River on 25 March 2014. Present were Council officials reporting on the various subjects and included Andrew Turner Councillor for the Banks Peninsula Ward, representatives of the Akaroa/Wairewa and Lyttelton/Mt Herbert Community Boards, and representatives of the Reserve Management Committees. Not all Reserve Management Committees were represented. Suky Thompson and Warwick Harris attended for the Garden of Tane Reserve Management Committee.
Subjects covered included annual plan & budget, finance, governance, facilities, human resources, camping grounds, greenspace, bylaws/policy, and property. An updated Reserve Management committees Handbook was distributed.
Because of the complexity of the subjects, and issues that arose from them, it was requested that Council make a report on the proceedings of the meeting. A particular issue was what allowance was made for budgets for the operation of Committees, taking into account the difference between Reserves that generate revenue, e.g., camping grounds, and those that cannot. The report on the seminar has not been received.
7. Date of next meeting. Because of clashes of commitments the date of meeting is changed to the third Tuesday of the month, quarterly.
Next meeting: Tuesday 19 August, 5 30 pm, Bully Hayes.
8. Close of Meeting. 7 15 pm
Akaroa/Wairewa Community Board Agenda 9 July 2014 15 ATTACHMENT TO CLAUSE 8.1.4
Minutes of the Stanley Park Management Committee held 5th June 2014 0900 at the Akaroa Yacht Club
Present: Elizabeth Haylock (in the Chair), Peter Haylock, Enid Gillanders, Kit Grigg, Robyn Grigg, Maria Narbey, Pam Richardson (Community Board Chair), Lizzie Farthing (CCC Greenspace Projects)
Apologies: Laurie Richards, Lyn Graham
Minutes of Meeting held 3rd April were read and approved.
Matters arising: The submission opposing the budget cuts was submitted but not presented at the hearing on account of unavailability of delegate due to illness
Correspondence: Inward – Akaroa Civic Trust Submission to the Proposed Plan, Laurie Richards emailed comments to the Committee Outward – Submission objecting to the budget cut
The Stanley Park Development Plans were circulated. These had been made available for stakeholder submission. A total of four submissions were received:
1) Akaroa Museum objecting to the de-construction of the existing stone steps which are seen as of historical importance. Also objected to the design of the proposed signs.
2) Mahaanui Kurataiao Ltd on behalf of the Onuku Runanga asked that they be fully engaged in the detailed design stage of the landscape plan.
3) The Akaroa and Bays Probus Club commented that senior members of the community would have difficulty climbing the steps and asked that a handrail be installed on the upper side.
4) The Akaroa Civic Trust made reference to their earlier submission in 2010 to retain the original stone steps, make provision to re-construct the ‘bell tower’, and objected to the parking of buses along the roadside adjacent to the Park entrance.
Following consideration of all the submissions, the project team recommended that no changes be made to the Plan.
It was then MOVED by Robyn Grigg, seconded Peter Haylock, ‘THAT the Committee approves the proposed Landscape Development Plan LP355601 for Stanley Park and that Council staff proceed with detailed design and construction.’ Carried
Committee member, Laurie Richards, a professional engineer, has drawn attention to the importance of managing the drainage at the Lookout Area #3, as the site is on the top of columnar jointed loess which could be susceptible to failure if water was to enter through cracks. The plan to remove vegetation at this point would increase vulnerability. It was agreed that this matter be referred to CCC geotech engineer.
General: Enid has been in contact with resident Grant Ryan who is interested in the maintenance of the Park. It was agreed that he, together with Maria and Philip Narbey, be approached with the view of co- opting them onto the committee. Enid also drew attention to several areas requiring maintenance on the walking tracks.
The Meeting closed at 1025
Akaroa/Wairewa Community Board Agenda 9 July 2014 16 ATTACHMENT TO CLAUSE 8.1.5
MINUTES OF MEETING OF LITTLE AKALOA RESERVE BOARD HELD IN THE HALL ON MONDAY 2nd JUNE 2014 AT 10 AM.
Chairman Steve Harris welcomed everybody to the meeting & said he was pleased with the number who has attended. He then gave a brief history of the hall & the pavilion. The hall was originally located next to the old Little Akaloa School & was sledged down to its present site in the 1970s. There have been some later alterations & additions. The pavilion was originally the Gilbert billiard room located on what is now Virginia Mayo’s rose garden. It was transferred by truck in the 1970’s & one side of the rails of the bridge had to be removed to get it over to its present site... There have been many happy occasions, weddings farewells & parties held in both the hall & pavilion during their long life. Secretary / Treasurer Russell Brown welcomed all to the meeting & were also thrilled with the large turnout. A special welcome to Pam Richardson, Chairperson of the Akaroa Wairewa Community Board & Dr Deb Robinson health carer of our mighty Crusaders! Russell advised that a writing pad is being circulated so all attendees could record their names & local address. He has obtained approximately 75 email addresses but if I do not have yours please enter it in the address list. These email addresses will be used for future communications.
PRESENT: approximately 75 persons attended as per list held.
APOLOGIES: The following apologies were received: Adrienne & Des Lines, Owen & Judy Dew, Sue & Gary Charmley, Andrew, Jill & Malcolm Couper, Allison & Ivan Craw, Rowan Waghorn, Virginia Mayo, Tania & Wayne Morris, Cameron & Jeanette Anderson, Adrian Campbell ,Pam & Bruce Lindsay, Shayne & Dale Fry, Ralph & Diane Sinclair, Kylie Harris, Gail Menzies.
CONFIRMATION OF MINUTES OF MEETING 28 AUG 2013: Russell read the minutes to the meeting. Moved Sue Craw seconded Steve Harris that they are a true record of the meeting and be approved. CARRIED There were no matters arising out of the minutes of the meeting.
FINANCIAL REPORT: Russell reported that there is $3,841.15 in the ANZ Bank account as at 30 May 2014.
GREEN WASTE DUMP: Russell reported that the green waste dump was working most satisfactorily. Rowan has been paid his share of the dump fees & is reasonably happy with the way people are dumping their rubbish. Russell advised that to date he has collected from 43s user ,some people have not paid & are still using the dump which is disappointing. Everybody appreciates what a great asset the dump is to the Bay as it keeps the district clear of rubbish therefore reduces the fire risk.
HALL REPAIRS & MAINTENANCE: Russell reported on a recent meeting he attended with the C C C regarding, among other matters, the maintenance of the Council’s halls in Christchurch & Banks Peninsula .They advised that due to so much other necessary work being required because of earthquake damage there are no funds available to do any maintenance on any of the councils’ public buildings. The headline in The Press on Friday 30 May stating “CASE OF DIY FOR QUAKE REPAIRS” confirms the C C C policy. I had spoken after the meeting to the council employee in charge of the Banks Peninsula halls enquiring whether the locals in Little Akaloa could do the repairs ourselves. He was very keen & would assist us where possible.
The meeting then had a long discussion regarding the future of the hall & decided unanimously that we precede ourselves to repair & repaint the hall & pavilion. Consequently a committee of 4 persons was formed to report back to the meeting by the end of July with the scope of work required & an approximate cost of the proposed repairs. The committee comprised of Craig Waghorn, Grant Waghorn, and Vaughan Hartland & Andrew Wills.
Rick Menzies asked whether the shed by the wharf could be upgraded at the same time. Steve said that funds had been allocated by the Little Akaloa Community Trust a couple of years ago to the boating club
Akaroa/Wairewa Community Board Agenda 9 July 2014 17 which is controlled by Owen Dewe. It would be best if the wharf shed upgrade is kept separate from the halls but it could be beneficial to work in conjunction with the overall hall repair. Russell said that finance will be a problem ‐ as mentioned earlier, the Reserve Board has only $3.841.15 in the ANZ Bank account. After general discussions re the finances, it was moved by Joan Earl, Seconded Robbie McCormack, that a donation/ levy of at least $50.00 per household in the district be requested. These funds raised to be used as a working capital. Should, on the presentation of the financial cost by the Committee, more funds be required to complete the project satisfactorily, and then a further donation/levy could be requested. CARRIED
OTHER BUSINESS: Pam Richardson spoke on the pressure that the City Council is under especially due the earthquakes & the many floods that we have had recently .It is imperative that the councillors, council staff, workmen & residents work together to help clean up repairs that are needed. If say there is a drain in your locality that is blocked then try & clear it yourself, if unable to then contract the C.C.C.help line. She also mentioned that with all the email addresses now recorded communication will be much easier in the future.
A question from the floor asked Pam if the Council were aware that the Little Akaloa road leading up to the bridge is falling away dangerously & could be an accident waiting to happen. Russell said that that is where the temporary bridge is to be situated whilst the new bridge is being installed. He wasn’t sure when this is going to happen but Pam said she would look into it & report back.
Andrew Craw reported on the fund raising the tennis club is undertaking to replace the lower court with a synthetic one. Currently the club needs approximately $5,000 & are looking at ways to fund the short fall. Steve spoke on the aims of the Little Akaloa Community Trust Board & the amount it pays out to local groups each year.
Deb Robinson gave out handy cards on the use of the defibrillator & wondered if time for a revision was meeting on the use of the machine. Fortunately it has still not needed to be used in an emergency. Decided that perhaps a meeting run by the Red Cross Group ine th summer when there will be many people in the district would be an opportune time.
The meeting expressed their appreciation of Andrew Wills continuing mowing of the grass verges in the bay. It certainly makes Little Akaloa very attractive.
Decided to hold the next meeting after the Hall Repair Committee has accurate scope & castings.
The meeting closed at 11.15am
Signed as a true & correct record.
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CHAIRMAN DATE
Akaroa/Wairewa Community Board Agenda 9 July 2014 18 9. COMMUNITY ORGANISATIONS REPORTS
9.1 BANKS PENINSULA WATER MANAGEMENT ZONE COMMITTEE – 20 MAY 2014
The minutes of the Banks Peninsula Water Management Zone Committee meeting of 20 May 2014 are attached. The attachments to these minutes can be viewed at: The Council – Meetings, agenda & minutes – schedule, agenda and minutes – May.
STAFF RECOMMENDATION
That the Board receive the minutes of the Banks Peninsula Water Management Zone Committee meeting held on Tuesday 20 May 2014.
9.2 ORTON BRADLEY PARK BOARD – 14 APRIL 2014
The minutes of the Orton Bradley Park Board meeting held on 14 April 2014 are attached.
STAFF RECOMMENDATION
That the Board receive the minutes of the Orton Bradley Park Board meeting held on Monday 14 April 2014.
Akaroa/Wairewa Community Board Agenda 9 July 2014 19 ATTACHMENT TO CLAUSE 9.1
BANKS PENINSULA WATER MANAGEMENT ZONE COMMITTEE 20 MAY 2014
A meeting of the Banks Peninsula Water Management Zone Committee was held in Governors Bay Hotel on Tuesday 20 May 2014 at 4pm
PRESENT: Pam Richardson, Community Representative (Acting Chair) Donald Couch, Commissioner Environment Canterbury Iaean Cranwell, Te Rūnanga o Wairewa Steve Lowndes, Community Representative Pere Tainui, Te Rūnanga o Ōnuku Kevin Simcock, Community Representative June Swindells, Te Hapu O Ngati Wheke
APOLOGIES: An apology for absence was received and accepted from Richard Simpson and Andrew Turner.
Iaean Cranwell arrived at 4.45pm and was absent for clauses 1-5.
The meeting was opened with a karakia from Peter Ramsden.
1. RESOLUTION TO APPOINT A CHAIRPERSON
As the Chairperson was absent the Committee decided to appoint Pam Richardson as the Acting Chairperson for this meeting.
2. CONFIRMATION OF MINUTES – 15 APRIL 2014
It was decided that the minutes of 15 April 2014 be approved as a true and accurate record, subject to the following amendments:
Alteration to Clause 6 (Flood Event – Little River 3-5 March) to read:
Tim Davie, Environment Canterbury, addressed the Committee regarding the flood event in Little River from 3-5 March 2014. Tim advised that over all the event was a one hundred year event. However, this assessment depended on the interval looked at for the storm, with the following indicative periods noted in Clause 5 Attachment 1 of the agenda.
3. MATTERS ARISING
3.1 Draft Interim Global Stormwater Discharge Permit
Peter Kingsbury, Christchurch City Council, will report back on the development of the proposed Draft Comprehensive Stormwater Consent at the July 2014 Committee meeting. The Committee will wait until July or August to establish a timeframe for review.
3.2 Refresh of Community Members
Lesley Woudberg, Environment Canterbury, reported that the refreshment process had been successful with four applicants being nominated by the Selection Working Group. Subject to the Christchurch City Council confirming the new appointments at its meeting on 22 May 2014, the refreshment process is now complete. The Committee propose to elect a new Chairperson and Deputy Chairperson at the July Committee meeting.
Akaroa/Wairewa Community Board Agenda 9 July 2014 20
At this point in the meeting, the Chairperson invited the nominees,Claire Findlay, Thomas Kulpe, and Paula Smith to sit at the table.
3.3 Little River Flood Meeting
Pam Richardson advised the Committee that a meeting regarding the recent flooding would take place at the Little River Community Centre, Western Valley Road at 6pm on 21 May 2014.
4. DEPUTATIONS BY APPOINTMENT
Nil.
5. FEEDBACK ON FLOODING TASKFORCE
The Committee received a presentation (taken from the powerpoint of Graham Harrington, Christchurch City Council) from Pam Richardson on the flooding in Little River which included the following points:
The flooding on 5 March 2014 was an extreme event but not as extreme as some events in the past. Recent flooding was not related to earthquakes. Little River is on a natural flood plain. The issue appears to be blockages in the drainage path below and including the Kinloch bridge. Agencies working together with some immediate maintenance underway.
The Committee requested that the Lyttelton/Mt Herbert Community Board advise of future briefings on stormwater in the Lyttelton area.
6. WAIREWA SUB-REGIONAL
The Committee received a report regarding the Wairewa Sub-Regional Plan. The Committee gave direction on meeting dates and venues for the work programme. Lesley Woudberg and Nick Regnault will amend the timetable and send out to the Committee.
The Committee decided to open the 27 May workshop to the public and that all future workshops are working sessions for the zone committee members.
At this point in the meeting, the Chairperson welcomed Murray Griffin who is the facilitator of the Waimakariri and Kaikoura Zone Committees.
7. WHAKARAUPÕ
The Committee received a report regarding Whakaraupõ. The Committee requested that Lesley Woudberg distill the in formation in the Table 1 Whakaraupõ/Lyttelton Harbour Basin – Field Trip Outcomes – 7 May 2014 and relate the outcomes back to the recommendations in the Zone Implementation Programme (ZIP).
Key elements mentioned by the field trip attendees included:
Biodiversity – crater rim to the sea The need for Integrated catchment plans and action for whakaraupo A recognition of the effects of Changing climate in the plans Economic activity – Lyttelton Port Company
Akaroa/Wairewa Community Board Agenda 9 July 2014 21 8. GENERAL UPDATES
8.1 Regional Committee
The next meeting of the Regional Committee will be on 10 June 2014 at the Lincoln Events Centre.
8.2 Akaroa/Wairewa Community Board
Pam Richardson reported that an introductory scoping exercise regarding the future development of the settlement of Little River is underway.
Pam also highlighted the community need for information on stormwater, especially by small communities. One suggestion was that this project be added to Anna Veltman’s work programme.
8.3 Lyttelton/Mt Herbert Community Board
Paula Smith briefed the Committee regarding the proposal to reopen the Sumner Road, noting that the project is still subject to funding and consents.
9. PRONUNCIATION PRACTICE
The Committee received a booklet written by Iaean Cranwell entitled Te Pãtaka o Rãkaihautũ CWMS Zone Booklet. The Committee then engaged in a short practice of Te Reo.
The Committee acknowledged that this was a great piece of work and thanked Iaean for his work putting the booklet together.
10. IMMEDIATE STEPS
The Committee received a presentation from Robyn Russ, Environment Canterbury, on the Immediate Steps funding in Banks Peninsula (refer attached).
The Committee decided to approve the Morgans Gully/Waipapa restoration project which had applied for Immediate Steps funding of $13,600.
Note: The Committee requested that the following conditions be included as part of the approval:
Baseline monitoring and comparative checking in 5 years time. The monitoring is to include fish life, bird life, sediment content and water quality The water way below the proposed restoration area is to be checked to confirm that fish can in fact travel up the stream bed.
It is the Committee’s expectation that the restored land will be reserved if the land is subdivided in the future.
The Committee then discussed the French Heritage and Etienne’s Bush Covenant application for Immediate Steps funding of $30,000. Pam Richardson declared a conflict of interest in the French Heritage and Etienne’s Bush Covenant application for Immediate Steps funding.
The Committee requested that Robyn Russ, Environment Canterbury, approach the landowners regarding the following two options: 1) explore the French Heritage block separately as a project for Immediate Steps 2) explore what it would take to link the two blocks together as one project.
The Committee then engaged in a facilitated discussion of the strategic direction of the Immediate Steps Programme.
Elements of a strategic direction that were discussed included:
Landowners initiated and supported – need to be opportunistic, work with what is presented Ki Uta Ki Tai (mountains to the sea) Focusing on streams that run all year Akaroa/Wairewa Community Board Agenda 9 July 2014 22 Linking with other protected areas – connections and corridors Managing sediment control Promise of long term protection
The Committee requested that Robyn Russ 1) bring back to the Committee a map with all the protected areas and 2) Approach landowners in Allandale to determine the potential of completing the first Ki Uta Ki Tai project on the Peninsula.
11. FACILITATORS UPDATE
The Committee received the Facilitator’s Update.
The meeting concluded with a group karakia at 8.20pm.
Akaroa/Wairewa Community Board Agenda 9 July 2014 23 ATTACHMENT TO CLAUSE 9.2
ORTON BRADLEY PARK Minutes of the Board Meeting held on Monday 14 April 2014 at 1 pm in the cottage
1 Present: S. Martin, M. Catton, R. Watson, J. Broughton, C. Oliver, B. Bowater, J. Thacker (from 1.40 pm). R Watson left at 3.00 pm (to attend a royal appointment)
In attendance: I. Luxford, A. Nicholl
A. Nicholl was welcomed as new Secretary for the Board.
2 Apologies: B. Studholme, P. Devlin, M. Cameron Carried
B. Studholme seeks a leave of absence for the next Board Meeting. Martin/Bowater Carried
3 Minutes of Board Meeting held 17 February 2014 Signed as true and accurate report with one alteration, as pointed out by B. Bowater. His representation on the Board is on behalf of Akaroa/Wairewa Community Board. Carried
It is still being resolved officially that Bill Studholme has replaced John Rentoul as a Lyttelton/Mt Herbert representative of the Council. The Board would like this clarified as they want to write to John thanking him for his service. Jane to make further request.
4 Matters Arising 4.1 Golf Club Lease Interpretation of the Act has been sought from Professor Burrows QC (NZ Law commissioner) in relation to whether there is anything in the Act or Will that states that Orton Bradley Park is obliged by law to provide a place to play golf. Prof. Burrows’ conclusion supports the view of the Board that there is nothing that states this in the Act or Will. Next step is that Prof. Burrows’ interpretation and the Board’s valuation should be delivered to the Golf Club and a meeting arranged.
A clause should be added to the lease document stating that there is no obligation to provide golf facilities. A joint committee should discuss the Golf Clubhouse rebuild. The Board should have a say in the aesthetics, etc.
Valuations: The Park’s valuation figure for rental is 9.6K, the Golf Club’s is 7.2-8.4K Barry suggested it should be stated that our lowest figure is 9K.
Discussion ensued about alternative use for the golf course land, e.g. parking during major events. Craig suggested parking should be discussed when the farm land lease comes up for renewal.
4.2 Tennis Club Lease Nothing to add.
4.3 Stone Cottage Nothing new. Awaiting developments. Barry and team very keen to start on the project.
4.4 Social Enterprise Fund After recent presentation we have reached the final part of the long process, being one of the last eight through to final stage. Funding of $400,000 has been applied for. Ian congratulated on his presentation, which the committee seemed to view favourably. They were impressed with Ian’s answers. Ian explained if successful there would be large scale changes – e.g. enlarged Outdoor Education Centre, development around the historical aspect of the park, promotion as a conference venue. The committee meets on 5th May and result should be known soon after.
4.5 Mountainbike Track Ian showed the inspection group part of the track today. Looking at opening in Spring together with promotion of camping in the park. Community Service participants have been working on the
Akaroa/Wairewa Community Board Agenda 9 July 2014 24 project but have been diverted to work on storm damage. Community Service personnel numbers have been lower since the earthquakes.
Pump track site by the flying fox is ready. Design work done, clay work needed but too wet to proceed with that now.
4.6 Multi-Events A dance party event is planned for Waitangi Weekend. Could expect 3,500 people and raise $17,500.00. Starting late afternoon, main act timed for 10 pm, people would camp overnight, leaving Saturday morning. This event needs to be carefully managed as it would have a large impact on the park. If successful, conditions would be renegotiated each year.
4.7 Harbour Wind Turbine Group Going ahead. Looking at funding application. The idea links in well with the educational aspect of the Park. Completion would still be a long way off.
5 Correspondence 5.1 New Valuation
5.2 Two letters to the Board have been received from Dick Barnett, the first of which was also signed by J Rimington and B Sykes. The Chairman read these letters, together with his reply to Dick’s first letter.
Paula Smith had asked that Jane raise the points of concern at today’s Board Meeting. Amy Adams had also been involved in the correspondence.
The points raised were discussed point by point.
The inwards and outwards correspondence was received. Oliver/Bowater Carried
A motion was put that the Chairman respond to Dick’s letter of 4th April addressing his concerns. Simon will circulate his response to Board members for comment before mailing. Oliver/Bowater Carried
6 Reports 6.1 Park Manager’s Report
Arborist (Roani) Roani has expressed an interest in being on the Board. Ian said his input would be valued. He is local and has considerable experienced. He would be welcomed.
Outdoor Education Centre Ian felt Pete’s request for provision of instructor accommodation on the OEC site might best be addressed by the provision of a caravan as opposed to the construction of a purpose-built unit.
Rod Donald Trust Contract work has been completed on Mt Herbert track.
Park Survey Survey results show families by far the main users of the park, mainly walking the tracks. No interest was shown in a ‘dog park’.
New Secretary Alison has offered to donate her time as a contribution to the Park. Gratefully acknowledged.
Finance Firewood sales are down. City Care has been offering firewood free in the district. However, regular clientele has been steady. All firewood is now delivered which makes the operation much easier. However it is recognised that financially the operation is marginal. Park expenses will increase due to the clearing of storm damage.
Simon moved that the Manager’s Report be received. Carried.
Akaroa/Wairewa Community Board Agenda 9 July 2014 25 6.2 Financial Report The Financial Report was received by the Board.
7 Forestry NZI no longer undertakes forestry insurance. Bill and Ian have been working on a new valuation, which shows a total of $1.8 million worth of trees on property to be insured. Bill recommends not to insure for windthrows. Ian tabled a chart of valuations.
The Forestry Committee have met and walked around the arboretum area. Work to be done: arborists need to prune larger trees, low pruning and weeding. Trees blown over need to be cleared. A cross-section of trees was affected. Plans need to be made for the future. Had a good look at gorse and thought it was not too bad. It would be desirable if some Arboretum Society money could be freed up.
Resolution put forward by Simon, seconded by Craig that insurance should be sought to the value of $1.8 million. Carried.
Amendment - that public liability for forest fires should be $2 million. Jane seconded amendment.
8 General Business 8.1 Manager’s House
John Thacker brought up the matter of improved insulation for the Manager’s house. Craig has raised this before and expressed disappointment that nothing had been done. He expressed the view that it should be budgeted for to make the house more liveable. He asked that Barry look into it and come up with an estimate. Simon suggested getting in touch with Fraemohs for suggestions. Barry and Ian to action
8.2 Storm Damage Forestry money is put aside to deal with these events. Work will be on-going for 2 years. Craig referred to the tablelands shelter trees viewed this morning. Some have been taken down and he asked if they had been replaced. Ian said they had but the replanting hadn’t taken very well. The whole barrier needs to be strengthened. It was discussed which species would be appropriate, e.g. pine, macrocarpa, Lawson cedars. Craig suggested that a section at a time should be replaced.
The meeting closed at approximately 3.50 pm. The next meeting is set down for 23 June 2014 – this to be the Budget Meeting.
Akaroa/Wairewa Community Board Agenda 9 July 2014 26 10. DEED OF LEASE – AKAROA CROQUET CLUB INCORPORATED
Contact Contact Details Executive Leadership Team Acting General Manager, City N Member responsible: Environment Group Officer responsible: Manager Parks Operations N Author: Kathy Jarden, Team Leader Leasing Y 941-8203 Consultancy
1. PURPOSE AND ORIGIN OF REPORT
1.1 The Akaroa/Wairewa Community Board resolved at its meeting 20 February 2014 to grant a Deed of Lease to the Akaroa Croquet Club Incorporated at the Akaroa Recreation Ground under the provisions of the Local Government Act. The Community Board resolved to:
1.1.1 Approve the granting of a Deed of Lease commencing 1 January 2014 for three years, with two rights of renewal for a total term of nine years to the Akaroa Croquet Club Incorporated over an area of approximately 2123 square metres being part of Lot 2 Deposited Plan 2868, Lot 1 Deposited Plan 79110, and Section 2 Survey Office 18642, held for Reclamation and Public Recreation purposes contained in Certificate of Title CB45A/1127 held in the Canterbury Electronic Land Registry; and 1.1.2 Approve that the Corporate Support Manager negotiates and concludes the lease agreement on behalf of the Transport and Greenspace Manager.
1.2 Officers have since been advised that a legal opinion exists indicating the Akaroa Recreation Ground should be treated as being reserve and is subject to the Reserves Act 1977.
1.3 Officers are requesting that the Board revoke the resolution of 20 February 2014 and that a new resolution be made in accordance with the Reserves Act 1977.
1.4 Officers are also seeking a recommendation by the Akaroa Wairewa Community Board to recommend that the Council exercise the delegation granted by the Minister of Conservation to approve a new Deed of Lease to Akaroa Croquet Club Incorporated.
2. BACKGROUND
2.1 The subject land is held for the purposes of Reclamation and Public Recreation.
2.2 The Council has received a legal opinion on the status of the Akaroa Recreation Ground and summarises as follows (Simpson Grierson letter dated 29 August 2013):
2.2.1 “the land (with the exception of the Stopped Road, as that term is defined below) is almost certainly reserve and is subject to the Reserves Act 1977. This conclusion is based on the circumstances of the original acquisition from the Crown, the description of the purpose for which the Land was originally held (and is still held), and a subsequent transaction amalgamating the Stopped Road in 1998.”
The legal opinion further states:
2.2.2 “As far as we are aware the Land has never been classified under the Reserves Act. Given our conclusion above that the Land is reserve (with the exception of the Stopped Road), classification under the Reserves Act is mandatory. In circumstances where reserve land has never been classified, section 16(6) of the Reserves Act provides that such land must be held and administered for the purposes of its existing reservation (in this case, public recreation), and the administering body must continue to control and manage the reserve under the appropriate provisions of the Act pending its classification.”
2.3 Under Section 5.7 of the Council’s Delegations Register, Community Boards may grant leases on reserves pursuant to section 54 of the Reserves Act 1977.
Akaroa/Wairewa Community Board Agenda 9 July 2014 27 3. COMMENT
3.1 Pursuant to Sections 54 (1) (b) and (c) of the Reserves Act 1977, the Council re-advertised the applicant’s proposal that the Akaroa/Wairewa Community Board consider entering into a lease with the Club for this site. There were no submissions or objections to the proposal.
3.2 In June 2013 the Minister of Conservation delegated to all territorial authorities his powers, functions and duties where the territorial authority is the administering body of the relevant reserve. In exercising the delegation provided by the Minister, the administering body (ie the Council) must give consideration to those matters previously applied by the Minister, for example ensuring that:
3.2.1 the land has been correctly identified; 3.2.2 the necessary statutory processes have been followed; 3.2.3 the functions and purposes of the Reserves Act have been taken into account in respect to the classification and purpose of the reserve as required under section 40 of the Act; 3.2.4 the administering body has considered submissions and objections from affected parties and that, on the basis of the evidence, the decision is a reasonable one; 3.2.5 pursuant to the requirements of section 4 of the Conservation Act 1987, the administering body has consulted with and considered the views of tangata whenua or has in some other way been able to make an informed decision.
3.3 Compliance with these requirements has been met and reported to the Community Board when seeking the approval to enter into a Deed of Lease in February 2014.
4. FINANCIAL IMPLICATIONS
4.1 The Club has met the public advertising costs necessary to advise of the Council’s intention to grant a lease.
4.2 There are no financial implications in exercising the powers delegated by the Minister of Conservation.
4.3 An annual rent of $351.84 inclusive of GST has been negotiated with the Club for the use of the building and green space area as reported on 20 February 2014.
5. STAFF RECOMMENDATIONS
5.1 It is recommended that the Akaroa/Wairewa Community Board revoke the following resolution passed on 20 February 2014:
(a) Approve the granting of a Deed of Lease commencing 1 January 2014 for three years, with two rights of renewal for a total term of nine years to the Akaroa Croquet Club Incorporated over an area of approximately 2123 square metres being part of Lot 2 Deposited Plan 2868, Lot 1 Deposited Plan 79110, and Section 2 Survey office 18642, held for Reclamation and Public Recreation purposes contained in Certificate of Title CB45A/1127 held in the Canterbury Electronic Land Registry; and
(b) Approve that the Corporate Support Manager negotiates and concludes the lease agreement on behalf of the Transport and Greenspace Manager.
5.2 It is further recommended that the Akaroa/Wairewa Community Board :
5.2.1 Approve the granting of a Deed of Lease commencing 1 January 2014 for three years, with two rights of renewal for a total term of nine years to the Akaroa Croquet Club Incorporated over an area of approximately 2123 square metres being part of Lot 2 Deposited Plan 2868, Lot 1 Deposited Plan 79110, and Section 2 Survey office 18642, held for Reclamation and Public Recreation purposes contained in Certificate of Title CB45A/1127 held in the Canterbury Electronic Land Registry, subject to the provisions of section 54 (1)(b) and (c) of the Reserves Act 1977; and
Akaroa/Wairewa Community Board Agenda 9 July 2014 28 5.2.2 Approve that the Corporate Support Manager negotiates and concludes the lease agreement on behalf of the Transport and Greenspace Manager.
5.2.3 Recommends that Council exercise the powers of the Minister of Conservation referred to in the First Schedule of the Reserves Act 1977 and Instrument of Delegation for Territorial Authorities dated 12 June 2013 that pertain to granting a lease under section 54(1)(c) and (d) to consent to granting a Deed of Lease to the Akaroa Croquet Club Incorporated over an area of approximately 2123 square metres being part of Lot 2 Deposited Plan 2868, Lot 1 Deposited Plan 79110, and Section 2 Survey Office 18642, held for Reclamation and Public Recreation purposes contained in Certificate of Title CB45A/1127 held in the Canterbury Electronic Land Registry for a period of three years with two rights of renewal for a total term of nine years.
Akaroa/Wairewa Community Board Agenda 9 July 2014 29
11. APPLICATION TO AKAROA/WAIREWA COMMUNITY BOARD 2014/15 DISCRETIONARY RESPONSE FUND – LITTLE RIVER CRAFT STATION
Contact Contact Details General Manager responsible: General Manager, Community . Services Officer responsible: Unit Manager, Community Support Unit Author: Sue Grimwood - Strengthening Y Ph 03 304 8659 Communities Advisor
1. PURPOSE OF REPORT
1.1 The purpose of this report is for the Akaroa/Wairewa Community Board to consider an application for funding from its 2014/15 Discretionary Response Fund from Little River Craft Station for $1,520 for the Kidsfest Holiday Craft Programme 2014.
2. EXECUTIVE SUMMARY
2.1 Not applicable
3. BACKGROUND
3.1 Budget provision is in the LTP and is currently under review in the 2014/15 Annual Plan. The Discretionary Response Fund opens each year on 1 July and closes on 30 June the following year, or when all funds are expended.
3.2 The purpose of the Fund is to assist community groups where the project and funding request falls outside other Council funding criteria and/or closing dates. This fund is also for emergency funding for unforeseen situations.
3.3 At the Council meeting of 22 April 2010, Council resolved to change the criteria and delegations around the local Discretionary Response Fund.
3.4 The change in criteria limited the items that the local Discretionary Response Fund does not cover to only:
(a) Legal challenges or Environment Court challenges against the Council, Council Controlled Organisations or Community Boards decisions;
(b) Projects or initiatives that change the scope of a Council project; and
(c) Projects or initiatives that will lead to ongoing operational costs to the Council.
3.5 Council also made a note that: "Community Boards can recommend to the Council for consideration grants under (b) and (c)."
4. COMMENT
4.1 Based on the above criteria, the application from the Little River Craft Station is eligible for funding.
4.2 Detailed information on the application and staff comments are included in the attached Decision Matrix. (Attachment 1)
5. FINANCIAL IMPLICATIONS
5.1 Budget provision is in the LTP and is currently under review in the 2013/14 Annual Plan.
5.2 Pages 227 and 235-236 of the 2013-16 Three Year Plan cover community grants schemes including Board funding.
Akaroa/Wairewa Community Board Agenda 9 July 2014 30 6. STAFF RECOMMENDATION
6.1 It is recommended that the Akaroa/Wairewa Community Board approves a grant of $920 from its 2014/15 Discretionary Response Fund to Little River Craft Station towards the Kidsfest Holiday Craft Programme 2014.
Akaroa/Wairewa Community Board Agenda 9 July 2014 31 2014/15 DRF AKAROA-WAIREWA DECISION MATRIX ATTACHMENT TO CLAUSE 11 Priority Rating One Meets all eligibility criteria and contributes significantly to Funding Outcomes and Priorities. Highly recommended for funding. Two Meets all eligibility criteria and contributes to Funding Outcomes and Priorities. Recommended for funding. Three Meets all eligibility criteria and contributes to Funding Outcomes and Priorities but to a lesser extent than Priority 2 applications. Not recommended for funding. Four Meets all eligibility criteria and has minimum contribution to Funding Outcomes and Priorities / Insufficient information provided by applicant (in application and after request from Advisor) / Other funding sources more appropriate. Not recommended for funding.
00052109 Organisation Name Project Name and Description Total Cost Contribution sought towards Staff Recommendation Priority Little River Craft Kidsfest Holiday Craft Programme 2014 $ 1,520 Administration - $300 $ 920 2 Station Incorporated Volunteer Recognition - $600 The Little River Craft Station wish to run a winter $ Requested Materials - $350 That the Akaroa/Wairewa holiday programme for local children in July 2014 as Community Board makes $ 1,520 Rent/Venue Hire - $140 part of the Christchurch City Council Kidsfest Travel - $130 a grant of $920 to Little programme. (100% River Craft Station requested) towards the Kidsfest There will be eight separate workshops suitable for Holiday Craft Programme children from pre-school to 12 years old. The group 2014. hope that the children will gain new skills and explore new recreational interests while enjoying social interaction and participation in local activities. Other Sources of Funding (this project only) ORGANISATION DETAILS User/Registration Fees - $300 Service Base: Little River Historic Railway Station Staff Assessment Craft Shop The Little River Craft Station was incorporated in 2009 but has been operating as an informal organisation for a number Legal Status: Incorporated Society of years. The original intention was to represent local arts and craft artisans and to provide a cooperative to manage a Established: 10/08/2009 retail outlet from the historic Little River Railway Station Target groups: Preschool and primary school children In July 2014 the Little River Craft Station, in conjunction with Kidsfest, will be holding a winter holiday craft programme Annual Volunteer hours: 1600 for pre school and primary school age children in the Little River area.
The programme will include; Puppets and Stories - for pre-schoolers; Junk Journal - making using recycled materials; Number of project participants: 82 Batik - learn the technique and take home wall hanging/cushion cover; Mosaic - making a dolphin from local beach stones and paua; Beading/Jewellery - make a necklace and bracelet; Mandala - learning about a Mandala, make group ALIGNMENT WITH COUNCIL STRATEGIES one and one to take home; Pom Pom making for younger children; Making and Editing Home Movies. Strengthening Communities Strategy; This will be third year the programme has run with the previous two years programmes having been fully booked with a Youth Strategy; waiting list. To keep the programme accessible the Craft Station only charges a nominal fee to cover the cost of Childrens Strategy materials, each workshop will generate a small amount of revenue towards the overall expenses of the programme. CCC Funding History Due to the events taking place in July 2014, this project does not fit into the timeframe for the Small Grants Fund 2013/14 - $4,000 (Winter Workshop Programme) SCF expenditure year which runs from September 2014 through to August 2015 hence, the group has made this application 2013/14 - $7,715 (Information Centre) SCF to the Discretionary Response Fund. 2012/13 - $10,000 (Information Centre) SCF The group were advised that if they wished to seek funding for this project in the future an application to the 2011/12 - $10,000 ( Information Centre Funding) SCF Small Grants Fund would be the best fit. The group have subsequently made an application to the 2014/15 Small Grants Fund to assist with the 2015 holiday programme.
Akaroa/Wairewa Community Board Agenda 9 July 2014 32
12. BRIEFINGS
12.1 GRANTS ADVISOR – NICOLA THOMPSON
The Grants Advisor will brief the Board on the appointment of community representatives to the Akaroa/Wairewa Small Grants Fund Assessment Committee.
13. COMMUNITY BOARD ADVISERS UPDATE
13.1 BOARD FUNDING BALANCES
A copy of the Board’s 2014/2015 funding balances as at 9 July 2014 is attached for members’ information.
13.2 AKAROA MUSEUM ADVISORY COMMITTEE
A verbal update will be given on the appointment of a representative of the Ōnuku Rūnanga to the Akaroa Museum Advisory Committee.
Akaroa/Wairewa Community Board Agenda 9 July 2014 33 ATTACHMENT TO CLAUSE 13.1
Board Akaroa/Wairewa Discretionary Response Fund Codes Approval
Discretionary Response Fund - 2014/2015 allocation TBC 12,799.00 Carried Forward 2013/2014 projects that did not proceed (EQ
related) 0 Total 2014/2015 12,799.00 461/124/9/ Allocations made Little River Craft Station Inc. – Kidsfest Holiday Craft Programme - 1 pending 920.00 9/7/2014 2 3 4 5 6 7 8 9 10 11 12 13 Discretionary Response Funds Allocated 11,879.00
TOTAL: 0 Akaroa/Wairewa Discretionary Response Fund Unallocated
Youth Development Fund - Opening Balance allocation from SCF 0 Allocations made 1 2 3 4
Youth Development Fund Total Allocation
Akaroa/Wairewa Community Board Agenda 9 July 2014 34 14. ELECTED MEMBERS INFORMATION EXCHANGE
15. QUESTIONS UNDER STANDING ORDERS
Akaroa/Wairewa Community Board Agenda 9 July 2014 35